Secretary

We are currently seeking an enthusiastic and organized individual with excellent communication and administrative skills to join our Engineering Department as a Secretary.

As a Secretary, you will provide administrative and secretarial support to ensure the smooth day-to-day operation of the Engineering Department. Your responsibilities will include:

• Manage incoming correspondence, telephone calls, and departmental enquiries.
• Prepare letters, emails, reports, and other departmental documents.
• Maintain filing systems, records, calendars, and meeting schedules.
• Coordinate and monitor planned preventive maintenance (PPM) activities through the maintenance management system (Message Box).
• Follow up on monthly and quarterly maintenance schedules with contractors and external service providers, ensuring timely submission of maintenance reports.
• Monitor daily attendance, work schedules, and monthly timesheet submissions.
• Prepare monthly utilities consumption reports and related data analysis.
• Raise daily purchase requests, follow up on deliveries, and ensure timely submission of supporting documents to Finance.
• Arrange departmental meetings, prepare agendas, and take minutes when required.
• Develop the monthly on-the-job training (OJT) calendar and coordinate training activities for Engineering team members.
• Coordinate with other hotel departments and perform additional duties as assigned.

Requirements

Education / Qualifications & Experience

• A college diploma in Secretarial Studies or a related field is preferred.
• Previous experience in a secretarial or administrative role is required; experience within an Engineering Department is an advantage.
• Fluency in written and spoken English.
• Good computer skills, with accurate typing speed of 60 words per minute preferred.
• Ability to take meeting minutes and prepare clear records of discussions and decisions.
• Basic knowledge of engineering operations and maintenance terminology is an advantage.

Key competencies include:

• Understanding Hotel Operations
• Teamwork
• Planning and Organization
• Understanding Differences
• Customer Focus
• Adaptability
• Effective Communication
• Attention to Detail
• Drive for Results
• Confidentiality and Professionalism